Importing Users

Import Users with a CSV File

The CSV Import feature allows you to bulk import users and add or change information about users.

To import your users with a CSV file, follow the steps below:

  1. Prepare a CSV file for import. For information about required and optional CSV file fields, see the Available User Information Fields section of this article. If you use Microsoft Excel for your CSV file, be sure to save this CSV file in the CSV UTF-8 format.
    Important:CSV files encoded with byte order mark (BOM) are not supported.
  2. Log in to your KnowBe4 console and navigate to Users > Import Users > CSV Import.
  3. Click the Browse button and select your CSV file.
  4. If you would like to notify admins about the CSV file import, select the admins’ names from the Notify Upon Import Completion drop-down menu. By default, all admins will receive an email when users are imported.
  5. If you would like to receive an import notification, select the Send import notifications to (your email address) check box.
  6. Once you’ve updated your settings, click the Import Users button at the bottom of the page.
Important:Users who are added to the console will be enrolled in any phishing or training campaign that has the Enable Automatic Enrollment for New Users setting enabled. Before you import users with a CSV file, we recommend that you check the settings for each of your campaigns and disable this feature as needed.

Tips for CSV File Imports

If you’d like to import your users with a CSV file, we recommend that you use the tips in the sections below.

Download Our Example CSV Files

If you don’t have a CSV file, you can download one of our sample CSV files from your KnowBe4 console. To download one of our CSV files, follow the steps below:

  1. Log in to your KnowBe4 console and navigate to Users > Import Users > CSV Import.
  2. In the blue box on the right side of the page, click the link for the CSV file that you’d like to use. 

  3. In the window that opens, click the Download Example CSV button.

Required Fields

Be sure to enter data into the Email field of your CSV file. The Email field is the only required field in the CSV file.

When you import your users for the first time, we recommend that you also add your users’ first names in the First Name field and your users’ last names in the Last Name field. Only fill out the other fields if you are using them during import.

Allowed Domains

To have a successful import, email addresses in your CSV file must match one of your allowed domains.

If you have users at multiple domains, you'll need to add the additional domains to your account before you can phish or train those users. For more information, see our How to Add and Verify Allowed Domains article.

Update User Information

To update your users’ information, you can import a CSV file. When you import this CSV file, the import will add any new data or update any data that you have changed.

Note:Only use headers for the fields that you would like to overwrite. If you leave a cell empty, this action will clear the corresponding user information in the console. However, you can empty the contents of a cell to bulk delete user information.

You can also use this method to add users to existing groups or new groups. To learn more about group additions, see the Available User Information Fields section below.

Importing additional CSV files will not delete any user history.

Available User Information Fields

The CSV file import feature allows you to import users in bulk and add information about these users. For more information about the available CSV fields, see the table below:

Important:To have a successful import, the header fields in your CSV file must exactly match the information in the CSV File Field column in the CSV File Import Fields table below. Microsoft Excel spreadsheets will automatically add quotes to comma-separated text within cells if exported as a CSV file. Please make sure to check your CSV file to see if your file matches our formatting requirements below.
CSV File Import Fields
CSV File Field Description Formatting Requirements Character Limit
Email (Required)

The user's work email address.

Note:This field is the only mandatory field for a CSV file import.

youruser@yourdomain.com

Personal email domains such as yahoo.com or gmail.com will not be accepted.

The email domain must match an allowed domain in your account. For more information, see our How to Add and Verify Allowed Domains article.

n/a
First Name The user's first name. n/a 0-255 characters
Last Name The user's last name. n/a 0-255 characters
Phone Number

Include the user's phone number to use additional features, such as AIDA.

This information is not required if you don't use AIDA.

For users located in the United States, area codes are required. You can use any of these formatting options:

  • (###) ### ####
  • ##########
  • ###-###-####
  • (###) ###-####

For users located outside the United States, numbers must be formatted to meet E.164 specifications, which include the following:

  • A + (plus) sign
  • International Country Calling code
  • Local area code
  • Local phone number
n/a
Extension The user's phone extension. n/a 0-255 characters
Group Use the Group field to automatically add this user to a new or existing group.

Group names must be between 2-64 characters. If adding a user to an existing group, you must match the existing group name exactly.

For more information about the Group field, see the Using the Group Field section below.

2-64 characters
Location

The user's location.

n/a 0-255 characters
Division The user's division. n/a 0-255 characters
Manager Name The user's manager name. n/a 0-255 characters
Manager Email The user's manager email address.

managername@yourdomain.com

Personal email domains such as yahoo.com or gmail.com will not be accepted.

n/a
Employee Number The user's employee number. n/a 0-255 characters
Job Title The user's job title. n/a 0-255 characters
Password Add an optional password for your users. Minimum length depends on the minimum password length in your Account Settings. We recommend that you use multi-factor authentication for additional security.
Note:We do not recommend that you add a password, except in special cases. Your users will be prompted to set up their own passwords when they log in to their account for the first time. If you choose to set a password for your users, we recommend that you select the Require users to reset initial password set by admins check box, which requires that your users reset their passwords after their first login.
8-128 characters
Mobile Number

Include a mobile number to use additional features, such as AIDA.

This information is not required if you don't use AIDA.

For users located in the United States, area codes are required. You can use any of these formatting options:

  • (###) ### ####
  • ##########
  • ###-###-####
  • (###) ###-####

For users located outside the United States, numbers must be formatted to meet E.164 specifications, which include the following:

  • A + (plus) sign
  • International Country Calling code
  • Local area code
  • Local phone number
n/a
Provisioning Managed

If you use user provisioning, you can use this field to set users to be managed with user provisioning.

To learn more about user provisioning, see our Active Directory Integration (ADI) Configuration Guide or our SCIM Configuration Guide.

FALSE = Not managed by user provisioning. If your identity provider changes this user's information, these changes will not affect this user in the KnowBe4 console.

TRUE = Managed by user provisioning. If your identity provider changes this user's information, these changes will automatically update your user's information in the KnowBe4 console.

n/a
Date Format The user's desired date and time format.
Important:Date Format is no longer editable. This field will be based on the user’s selected language for assigned phishing and training campaigns. For more information, see our Localization Guide
n/a n/a
Risk Booster

Adds a Risk Booster to this user.

To learn more about Risk Boosters, see our Risk Boosters Guide.

Set to Low, Normal, High, Highest to indicate the user’s intended Risk Booster.

As an alternate input, you can also use: Very Low Risk, High Risk, or Highest Risk.

n/a
Organization The user's organization. n/a 0-255 characters
Department The user's department. n/a 0-255 characters
Language The user's native language.

The entry must match our existing languages available in the ModStore.

Click here to download a list of all available languages.

n/a
Comment An optional comment. n/a 0-1024 characters
Employee Start Date The user's start date.
You can use any of these formats:
Format Example
M/D/YY 6/1/18
MM/DD/YYYY 06/01/2018
M/D/YY hh:mm AM/PM 6/1/18 4:00 PM
M/D/YYYY hh:mm AM/PM 6/1/2018 4:00 PM
MM/DD/YYYY hh:mm AM/PM 06/01/2018 4:00 AM/PM

If you do not include a time, this field will default to 9:00 AM. The time zone will default to the default time zone in your Account Settings.

n/a

Custom Field 1

Custom Field 2

Custom Field 3

Custom Field 4

You can add up to four custom entry fields for your users. n/a 0-255 characters

Custom Date 1

Custom Date 2

You can add up to two custom dates for your users.
You can use any of these formats:
Format Example
M/D/YY 6/1/18
MM/DD/YYYY 06/01/2018
M/D/YY hh:mm AM/PM 6/1/18 4:00 PM
M/D/YYYY hh:mm AM/PM 6/1/2018 4:00 PM
MM/DD/YYYY hh:mm AM/PM 06/01/2018 4:00 AM/PM

Custom dates do not include a time. However, if you import a date as shown in the examples above, the system will still accept the included date.

n/a
Time zone The user's time zone.
Example:
Email Time zone
user1@yourdomain.com (GMT-04:00) Atlantic Time (Canada)
user2@yourdomain.com (GMT-04:00) Puerto Rico
user3@yourdomain.com (GMT+05:30) Mumbai

Click here to download a list of all time zones in the proper format.

Alternatively, you can use the following time zone. Be sure to use parentheses: (GMT+12:00).

n/a
Admin Language The user's preferred language to use when accessing the KnowBe4 Admin Console.

Use one of the language codes listed in our Localization Guide

Important:You can update your users' admin console languages manually, but you're unable to update their admin console languages in bulk. For more information, see the Set Individual User Languages section of our Localization Guide.
n/a
Phishing Language The user's preferred language for Phishing Security Test emails. Use one of the language codes listed in our Localization Guide. n/a
Training Language The user's preferred language for training content and notifications.

Use one of the language codes listed in our Localization Guide

Important:You can manually update your users' training language. You can also set the training language when you import users in bulk. If you import users in bulk, the training language won’t update if the language is already set before the import. For more information, see the Set Individual User Languages section of our Localization Guide.
n/a
Email Alias

The user's alternate email addresses. These email addresses can be used to log in with a password or through SAML Single Sign-on.

Replace the “Email Alias” header with “Email Aliases” to import multiple aliases on one line.

Personal email domains such as yahoo.com or gmail.com will not be accepted.

The email domain must match an allowed domain in your account. For more information, see our How to Add and Verify Allowed Domains article.

If you use the Email Aliases header, the aliases must be separated by commas and surrounded by quotes. For example, "example1@knowbe4.com,example2@knowbe4.com".

When “Email Alias” and “Email Aliases” are both used as headers in the same CSV file, “Email Aliases” will be ignored.

To delete all assigned aliases for a user, enter the following syntax into their Email Alias field: *clear-all-aliases*

Note:The clear all assigned aliases feature does not work with the Email Aliases field.
n/a

Using the Group Field

You can use the Group field to add a user to a new or existing group. If you include a group name that does not already exist, a group will be automatically created when you import the CSV file.

If you’d like to add a user to multiple groups, copy and paste the first entry for that user. Then, change the Group field to add the user to a different group. You must repeat this process for each group that you wish to add the user to. For example, if you’d like to add a user to five groups, you would list the user in five lines of the CSV file and include a different group for each line. All other information would remain the same.

You also have the option to import multiple groups on one line. To import multiple groups on one line, replace the “Group” header with “Groups”. If you use the “Groups” header, you must separate the group names by commas. For example, Group1,Group2. When “Group” and “Groups” are both used as headers in the same CSV file, “Groups” will be ignored.

To clear all assigned groups for a user, enter the following syntax in the user’s Group field: *clear-all-groups*

Note:You can’t clear all assigned groups in the “Groups” field.

Can't find what you're looking for?

Contact Support